|Bylaws of The Greater Wheeling Chapter|
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The Bylaws of The Greater Wheeling Chapter of The Association of Information Technology Professionals are shown in their current state, but are in the process of being ammended to more correctly reflect the current state of the chapter. This is a work in progress and when completed, we will let all of the members know.
ARTICLE I NAME OF CORPORATION
A. In accordance with the charter granted by the State of Illinois, the name of this organization shall be the DATA PROCESSING MANAGEMENT ASSOCIATION - GREATER WHEELING.
B. This chapter is not organized for pecuniary benefit and shall not make or declare dividends.
ARTICLE II PURPOSE
The Purpose of the Association are:
A. To encourage and promote a professional attitude among its members in their approach to an understanding and application of the principles underlying the science of data processing and in their relations to other similarly engaged.
B. To promote and develop education and scientific inquiry in the field of data processing and data processing management.
C. To supply to its members current information in the field of data processing management, and to cooperate with them and with educational institutions in the advancement of the science of data processing.
D. To foster among executives, the public generally, and the members of the Association a better understanding of the vital business role of data processing, and the proper relationship of data processing to management.
ARTICLE III ORGANIZATION
Section 1: Chapter Organization
This chapter is a chapter chartered by the International Board of Directors of the Data Processing Management Association.
Section 2: Chapter Requirements
A. The chapter in its Bylaws and Standing Rules shall accept and subscribe to the Bylaws of the International Data Processing Management Association.
B. The Constitution and/or Bylaws and/or Standing Rules of this chapter shall not be in conflict with the International Bylaws.
C. Additions, deletions and amendments to the Chapter Bylaws and Standing Rules shall be submitted to Regional Vice President for review and approval after being submitted to the chapter membership for voting.
D. The charter of this chapter shall be revoked by the International Board of Directors, if, in their judgement, the chapter has been guilty of conduct contrary to the best interest of the Association.
ARTICLE IV MEMBERSHIP
Section 1: Classes of Membership
A. There may be four classes of membership:
All memberships shall be individual memberships and each member shall be approved individually. Dues may be transferred from one member to another when requested by the payer and approved by the chapter.
B. Regular membership in chapters may be granted at the discretion of the Chapter Board of Directors to persons of good character who are engaged as:
a. Managerial or supervisory personnel in data processing installations, or,
b. Systems and methods analysts, research specialists and computer programmers who are employed in data processing in executive administrative or professional capacities, or,
c. Staff, managers, educators and executive personnel who have a direct interest in data processing principles, or,
d. Registered holder of the Certificate in Data Processing, issued by the Data Processing Management Association, who do not otherwise qualify as Affiliate Members under Section 2, sub-section "c" of this Article IV.
C. Affiliate membership in chapters may be granted at the discretion of the Chapter Board of Directors to persons of good character who are engaged in the data processing profession and are:
a. Graduates of an accredited college or university, have been a past member of a DPMA student organization and are actively engaged in the data processing profession, or,
b. Graduates of an accredited college or university and has at least one year of professional experience in data processing, or,
c. Non-college graduate with three or more years of professional experience in the field of data processing, or,
d. Individuals whose major source of income is derived from the direct selling or leasing of data processing equipment, supplies, services or educational courses.
All data processing experience requirements must include only active practice in either systems, programming, computer operations, management or staff functions.
Note: Affiliate Members may apply to the Chapter Board of Directors for a Regular membership classification provided he/she is eligible in accordance with Section 2 of this Article IV.
D. Those persons who were designated as Fellow members on or before June 30, 1975 shall continue to be so identified until such time as their membership may terminate, provided they continue to qualify for Regular membership as currently defined. Such Fellow members shall have all rights and perogatives that accrue to Regular membership as specified by these Bylaws.
E. Honorary membership in chapters may be granted at the discretion of the local Board of Directors.
F. Regular, Fellow and Honorary Members shall enjoy full membership and voting rights. Only Regular and Fellow Members shall be eligible for election to chapter and/or international office.
G. Student membership:
1. Student Organization programs fostered by DPMA encompass a two-level program in order to provide data processing management exposure for students at the earliest opportunity. The specific programs are the DPMA Student Chapter and the DPMA Student Club.
Membership in the Student Chapter program shall be limited to those students who are candidates for a minimum of a two-year degree program and whose degree major is consistent with their desire to enter the data processing field. Specific requirements are published in the "DPMA Student Chapter Rules".
Membership in the Student Club program shall be limited to those students who are engaged in the fundamental study of data processing and where there is not a degree program in the particular educational institution. Specific requirements are published in the "DPMA Student Club Rules".
All student members must meet the requirements for participation in student organizations as specified by the educational institution where the organization will be formed.
Membership in either of the student programs fostered by DPMA, either as a student member or a faculty member, entitles the individual to all courtesies and benefits of the association with the exception of voting or holding office in the Data Processing Management Association or in any regular chapter thereof. If the individual is qualified to vote or hold office under another section of these Bylaws, that section shall void this restriction.
2. Where no Student Chapter or Student Club exists, a student who otherwise meets the requirements for membership as specified in this Section, may apply for Individual Student Membership. Such application shall be made on forms supplied by the association, and must be submitted to the International Executive Vice President for approval. Should a Student Chapter or Student Club be established to serve the institution attended by Individual Student Members, they shall affiliate it within (30) days of notification of its establishment or forfeit their individual Student membership rights.
H. Membership voting rights shall be regulated by the chapter bylaws. Members holding Student memberships shall have no voting rights.
Section 2: Application for Membership
A. An applicant must be sponsored by a member of good standing.
B. The application shall be in writing and presented by the sponsor on the Association's "Application for Membership" form. The application form shall be accompanied by payment of the dues and addressed to the Chairman of the Membership Committee.
C. The Membership Committee shall, after proper investigation, recommend acceptance or rejection of the applicant to the Board of Directors.
D. Should the Board of Directors reject an applicant, the sponsor of the applicant shall be notified immediately and the dues payment returned to the applicant.
A member upon transfer, promotion, or retirement from active data processing activities, shall continue as a member in good standing of the Association except as otherwise provided in the Bylaws and Standing Rules.
The Chapter Board of Directors shall have the power to suspend or expel the membership rights of any member for conduct considered to be contrary to the best interests of the chapter and the Association. Such action is to be taken only after due notice, in writing, has been given to the member in question and, when taken, shall be reported immediately to the International Executive Director for appropriate action.
ARTICLE V MEETINGS
Section 1: Annual Business
An annual business meeting for the election of Officers and Directors for the transaction of other business relative to the affairs of the chapter shall be held not later then May of each year. The Secretary shall send notice of the annual meeting to each member of the chapter at least five (5) days in advance of the meeting. Officers and Directors elected at the meeting shall take office as of July 1. The fiscal year shall extend from January 1 through December 31.
Section 2: Board of Directors
The Board of Directors shall meet a minimum of six (6) times per year. The specific date and location of each meeting shall be at the discretion of the President.
Section 3: Regular Meeting
There shall be regular monthly meetings of the chapter membership at least nine (9) months of each year. At least eight (8) of these meetings shall be instructive or promotional with respect to the purposes of the Association.
The time and place of meetings shall be determined by the Board. The Secretary shall notify all members as to the time, place, and program for each meeting.
Section 4: Special Meetings
Special meetings may be held at any time upon the authorization of the Board of Directors, or by written request of 25 per cent of the membership, notice of which shall be sent to the members of the chapter by the Secretary at least ten (10) days in advance of the meeting.
ARTICLE VI GOVERNING BODY
The government of this chapter of the Data Processing Management Association shall be vested in the Board of Directors.
Section 1: Board of Directors
A. The Board of Directors shall consist of a minimum of six (6) in number for a membership of twenty-five or less. One additional Director shall be added for each additional fifteen (15) members. Chapter officers are members of the Board of Directors, and their number shall be included within the allowable maximum.
B. Officers and Directors shall be elected and take office as specified in Section 1, Article V of these Bylaws. Election shall be by ballot. One third (1/3) of the Directors shall be elected each year. Their term of office shall be three (3) years.
C. All duly appointed chairpersons of standing committees shall participate as voting members co-equal with the Board of Directors for the purpose of governing the chapter.
D. The Board of Directors and duly appointed chairpersons of the standing committees shall manage the affairs and assets of the chapter. A majority of the Board and chairpersons shall approve all expenditures but never more than available funds.
E. A simple majority of the Board of Directors and duly appointed chairpersons of standing committees, including properly registered proxies, shall constitute a quorum.
F. In case of dissolution of the chapter, the Board of Directors shall distribute the assets pro rata among all members in good standing at the time of dissolution.
Section 2: Vacancies
In the event of a vacancy on the Board, the Board of Directors shall have power to fill each vacancy until the next annual election.
ARTICLE VII INTERNATIONAL DIRECTOR
The International Director must be a Regular or Fellow Member and shall be appointed by the President with the approval of the Chapter Board of Directors for an initial term of two (2) years. Subsequent reappointment shall be for a one (1) year term. The International Director shall represent the chapter at all scheduled Regional and International Board of Director meetings. If the International Director is elected to the International Executive Committee, or to the position of Regional Chairman, a new International Director will be appointed to represent the chapter.
The International Director shall be responsible for a full report of the actions and decisions of the Regional and the International Board of Directors to the Chapter Board of Directors.
If an International Director ceases to qualify without question as a Regular or Fellow Member, his International Directorship shall automatically be terminated. The credentials of an International Director may be endorsed to another Regular or Fellow Member, who will act as a substitute for any session of the Board, by the joint signatures of the regular International Director and the Chapter President or Secretary. In the absence of the International Director, his credentials may be endorsed to another Regular or Fellow Member of his chapter, who will act as a substitute for any sessions of the Board, by the joint signatures of any two (2) chapter officers.
ARTICLE VIII OFFICERS
The officers of the chapter shall be President, Vice President, Secretary, and Treasurer.
A. Officers of the chapter shall be elected for a one (1) year term only.
B. The President cannot succeed himself.
C. All officers are voting members of the Board of Directors.
Section 2: Duties of the President
The President shall be the chief executive officer of the chapter. He shall preside at all meetings of the chapter and its Board of Directors, and shall call such meetings as he deems necessary. It shall be his duty to exercise general supervision over the activities and welfare of the chapter and keep in constant touch with the other chapter officers and Board of Directors relative to matters of policy. He is an ex-officio member of all chapter committees (with the exception of the Nominating Committee). He is a voting member of the Board of Directors.
Section 3: Duties of the Vice President
The Vice President shall, in the absence of, or during the incapacity of the President, as determined by the Board of Directors, perform all duties and assume all responsibilities of the President until the Board of Directors shall revoke such authority.
It shall be his responsibility to coordinate the activities of all chapter committees. He is a voting member of the Board of Directors.
Section 4: Duties of the Treasurer
The Treasurer shall receive and disburse the funds of the chapter. He shall keep and preserve proper vouchers and books of accounts, which shall be open to inspection by the Board of Directors and subject to audit at any time by a Auditing Committee duly appointed by the President.
He shall deposit funds of the chapter in such banks as may be approved by the Board of Directors and shall disburse money only upon approved vouchers. All checks upon the funds of the chapter shall be signed by the Treasurer, the President, or the Executive Vice President (any two). The Treasurer shall submit a monthly financial report to the Board of Directors, an annual report to the chapter membership and such reports as may be requested by the International Association. He is a voting member of the Board of Directors.
Section 5: Duties of the Secretary
The Secretary shall take the minutes and record attendance of all monthly Board of Directors meetings. All chapter records, except financial and committee records, shall be under his control. He must forward all membership records to International Administrative Headquarters promptly and maintain a file of the correct names and addresses of all chapter members. He will maintain a control of all stationery and supplies. He is a voting member of the Board of Directors.
He shall be required to keep such records and prepare such reports as may be requested by the chapter or International Headquarters.
Section 6: Duties of the Immediate Past President
The immediate Past President shall meet with the Board of Directors, and it shall be his function to counsel and to serve in an advisory capacity as ex-officio to the President. He shall meet regularly with the Board of Directors for the purpose of reviewing chapter operations and procedures and recommending to the Chapter President any changes which he considers desirable for the more efficient operation of the chapter. He is a voting member of the Board of Directors.
ARTICLE IX ACQUISITION AND MANAGEMENT
OF PROPERTY AND FUNDS
The Chapter Board of Directors shall manage and control the property of the chapter.
Funds may be raised by annual dues or in any other manner approved by the Board of Directors. All funds raised shall be deposited in the general account of the chapter. Such funds as are necessary to defray the expense of the operation of the activities of the chapter shall be approved and transferred by the proper officers to the operating account or to such other fund accounts as the Board of Directors shall from time to time deem advisable to establish.
Section 3: International Dues
The assessed international dues for each member will be forwarded to the International Headquarters of the Data Processing Management Association.
Section 4: Chapter Dues
In addition to the above international dues, the chapter Board of Directors may levy additional dues upon chapter members for the sole benefit of the chapter, provided such benefits are for purpose consistent the general rules and purposes of the Association.
Section 5: Payment of Annual Dues
The annual international dues shall be payable on such date and in such manner as may be prescribed by the International Board of Directors.
Section 6: Delinquency
Members who have not paid their dues within ninety (90) days of the billing date shall automatically cease to be members, and shall no longer receive the Association's publication.
The Chapter and International shall cooperate in encouraging prompt payment of dues.
Section 7: Resignation
Any member may resign at any time, but such resignation shall not become effective until accepted by the Board of Directors of the chapter and all dues and obligations to the chapter and the International Association have been paid in full. Those submitting resignations shall not be entitled to rebates of dues paid.
Section 8: Fiscal Year
The chapter's fiscal year shall begin on January 1 and end on December 31.
All bills must be approved by the Board of Directors before payment is made.
The Board of Directors shall have no power to assume liabilities in behalf of the chapter for an amount in excess of the funds or the chapter.
The chapter shall never pay, assume or become responsible for the personal or unapproved debts or liabilities of any individual of this chapter.
ARTICLE X COMMITTEE
Section 1: Standing Committees
The President, with the approval of the Board of Directors, shall appoint the Chairman of the following Standing Committees form among the members of the chapter. The Chairmen shall select the necessary number of members to complete each committee.
A. Membership Committee, whose duty it shall be to investigate applications for membership and recommend acceptance or rejection to the Board of Directors in accordance with the provisions of membership. The Membership Committee is also responsible for bringing new members into the chapter and making certain anyone who qualifies and is desirous of being a member obtains membership in the chapter.
B. Nominating Committee, whose duty it shall be, prior to the annual business meeting, to prepare nominations for directors and officers and ascertain the availability of their nominees to serve in those positions. The Nominating Committee shall be comprised of at least five (5) members.
C. Auditing Committee, whose duty it shall be to audit the books of the Chapter Treasurer at the close of the fiscal year, shall be appointed annually.
D. Program Committee, whose duty it shall be to make all arrangements for regular meetings and entertainment of the chapter.
E. Education Committee, whose duty it shall be to establish educational programs, such as Seminars, Conferences, etc., for the upbuilding of the chapter membership, as well as individuals interested in data processing.
F. Publicity Committee, whose responsibility shall be to make certain that all monthly meetings, as well as other activities, are duly publicized and that a monthly newsletter is forthcoming to all members.
G. Bylaws Committee, whose responsibility shall be to review the Chapter Bylaws and make such recommendations as are necessary to keep the Bylaws up-to-date. Special attention is to be given to approved amendments to the International Bylaws which affect Chapter Bylaws and require action in accordance with Article III, Section 2, of these Chapter Bylaws.
H. Awards Committee, whose duty it shall be to review and disseminate information about all awards programs of International DPMA. The Awards Committee also has the responsibility for collecting award information from individual members and maintaining same for the purpose of awarding individual performance awards. It is also responsible for collecting and maintaining information and articles for the purpose of compiling award points for the chapter COPA award.
I. Hospitality Committee, whose duty it shall be to insure that members and guests are made to feel welcome and at ease at monthly chapter meetings. Its purpose is to stimulate comradeship among all attendees.
J. Yearbook Committee, whose duty it shall be, on a yearly basis, to collect current information from all members for purpose of publishing the chapter yearbook. Its duties include gathering all pertinent chapter information for the yearbook, arranging for publications, and distribution the yearbook to all members.
Section 2: Special Committees
Chairmen of committees as prescribed in the Bylaws or Standing Rules and additional committees deemed necessary, shall be appointed by the President with the approval of the Board of Directors.
ARTICLE XI STANDING RULES
The Board of Directors may formulate Standing Rules to supplement these Bylaws.
Standing Rules may be adopted by a two-thirds (2/3) vote of the Board of Directors at any regular or special meeting of said Board of Directors. Notice of a proposal that a new Standing Rules is to be submitted to the Board of Directors for adoption should be given to each of the Directors at least ten (10) days prior to such regular or special meeting.
Note: Standing Rules to supplant the Bylaws were established and issued by the Board of Directors in August, 1974. These Standing Rules establish procedures by which the normal operations of the chapter may function.
ARTICLE XII RESTRICIONS
This organization shall be non-racial, non-partisan, non-sectarian and shall wholly abstain from any political or labor affiliation or endorsement for public office.
ARTICLE XIII OFFICIAL PUBLICATION
The chapter of the Data Processing Management Association shall publish a newsletter which shall be the official publication of the chapter.
ARTICLE XIV RECORDS
The chapter shall keep correct and complete books and records of account and shall also keep minutes of the proceedings if its members, Board of Directors, and committees having any of the authority of the Board of Directors, and shall keep at the registered or principal office a record giving the names and addresses of the members entitled to vote. All books and records of the chapter may be inspected by any member or his agent or attorney for any proper purpose at any reasonable time.
ARTICLE XV QUORUM
One-third (1/3) of the members of the chapter constitute a quorum at any meeting or special election.
A simple majority of the Board of Directors and duly appointed chairpersons of standing committees, including properly registered proxies, shall constitute a quorum.
ARTICLE XVI RULES OF ORDER
Rules contained in "Roberts Rules of Order Revised" shall govern this chapter on all cases to which they are applicable, and in which they are not inconsistent with the Bylaws and Standing Rules of this Association.
ARTICLE XVII PROCEDURE FOR AMENDING THE
Proposed amendments to these Bylaws may be submitted in writing to the Secretary by any member of the Board of Directors or by any member of the chapter. The Secretary shall promptly notify all Directors.
Amendments to these Bylaws shall be made at any annual business meeting, or any special meeting, of the chapter by a two-thirds (2/3) vote of the members present, including properly registered proxies, providing a quorum is in attendance.
Any proposed amendment must be submitted to and approved by the Chapter Board of Directors at least thirty (30) days in advance of any annual or special meeting. A copy of the proposed amendment shall be sent to each chapter member at least ten (10) days in advance of the meeting at which any amendment is to be submitted to a vote.
Before becoming effective, any such amendment must be submitted to, and approved by, the Regional Vice President.
The Secretary shall immediately forward to the Executive Director two (2) copies, attested, of any approved change in the Chapter Bylaws.
GREATER WHEELING CHAPTER - DPMA
TABLE OF CONTENTS
II. CHAPTER OFFICERS
A. Duties of the President
B. Duties of the Vice President
C. Duties of the Treasurer
D. Duties of the Secretary
E. Duties of the Immediate Past President
IV. GUIDELINES FOR THE INTERNATIONAL DIRECTOR
A. General Guidelines for Each Committee Chairman
B. Specific Guidelines by Committee
GWC-DPMA STANDING RULES
The purpose of these standing rules is to supplement the bylaws of the Greater Wheeling Chapter of DPMA in establishing procedures by which the normal operations of the chapter may function. It is intended that these standing rules be used as guidelines for each chapter officer, director, and committee chairman in the execution of his respective duties.
The following are the objectives of these standing rules:
1. To identify the duties of each chapter officer, director, and committee chairman may function, and the documentation of these guidelines.
2. To provide specific guidelines by which each officer, director, and committee chairman may function, and the documentation of these guidelines.
3. To provide a yardstick for the evaluation of chapter activities.
4. To provide continuity in the workings of the chapter on an extended basis.
The scope of these standing rules is limited to the procedures by which the chapter officers, directors, and committee chairmen may function on a normal basis. These standing rules are a supplement to the chapter bylaws. Therefore, all changes are subject to normal procedures as stated in the bylaws of the Greater Wheeling Chapter.
II. Chapter Officers
A. Duties of the President
The President shall be the chief executive officer of the chapter. He shall preside at all meetings of the chapter and its Board of Directors, and shall call such meetings as he deems necessary. It shall be his duty to exercise general supervision over the activities and welfare of the chapter and keep in constant touch with the other chapter officers and Board of Directors relative to matters of policy. He is an ex officio member of chapter committees. He is a voting member of the Board of Directors.
B. Duties of the Vice President
The Vice President shall, in the absence of or during the incapacity of the President as determined by the Board of Directors, perform all duties and assume all responsibilities of the President until the Board of Director shall revoke such authority.
It shall be his responsibility to assist the President to coordinate the activities of all chapter committees. His an ex officio member of all chapter committee and a voting member of the Board of Directors.
He shall serve as the chairman of the Past President's council.
C. Duties of the Treasurer
The Treasurer shall receive and disburse the funds of the chapter. He shall keep and preserve proper vouchers and books of account which shall be open to inspection by the Board of Directors, and subject to audit at any time by an Auditing Committee duly appointed by the President.
He shall deposit funds of the chapter in such banks as may be approved by the Board of Directors and shall disburse money only upon approved vouchers. All checks drawn upon the funds of the chapter shall be signed by the Treasurer or the President or Vice President. The Treasurer shall submit a monthly financial report to the Board of Directors, an annual report to the chapter membership, and such reports as many be requested by the Region or International Association. He is a voting member of the Board of Directors.
D. Duties of the Secretary
The Secretary shall take the minutes and record attendance at all monthly Board of Directors' meetings. All chapter records, except financial and committee records, will be under his control. He must forward all membership records to International Administrative Headquarters periodically and maintain and control a file of the correct names and addresses of all chapter members. He will forward membership information received from International to appropriate officers and committee chairmen. He will maintain a control of all stationery and supplies. He is a voting member of the Board of Directors.
He shall be required to keep such records and prepare such reports as may be requested by the chapter, regional, or international headquarters.
E. Duties of the Immediate Past President
The immediate Past President shall meet with the Board of Directors and it shall be his function to counsel and to serve in an advisory capacity to the President. He shall meet regularly with the Board of Directors for the purpose of reviewing chapter operations and procedures and recommending to the chapter President any changes which he considers desirable for the more efficient operation of the chapter. He is a voting member of the Board of Directors.
Guidelines for Directors serving as advisors to Committee Chairmen.
The purpose of this structure is threefold:
1. Because of the number of committee reporting directly to the President, this type of "second level reporting" will provide better control.
2. To give each committee chairman a designated individual within the chapter with whom to work in terms of initiating new and creative ideas.
3. To get more members of the chapter involved in the day-to-day decision making and running of the organization.
1. By June 1, the newly elected President shall assign every committee, standing as well as special, to a Director for the coming year. The Director shall serve in three capacities:
a. First, he shall be a liaison between the President and the committee.
b. Second, he shall serve as an advisor to the committee chairman.
c. Third, he shall be an ex officio member of the committee.
It may be desirable, but not required, to have directors maintain the same committee during their entire three-year term. This would provide continuity from administration to administration.
2. While it is the President's function to appoint committee chairmen, it is desirable for him to consult with each Director regarding the committees that are under his advisory responsibility before selecting chairmen.
3. Each Director shall meet with each new committee chairman to review:
a. The accomplishments of the previous year.
b. The general objectives of the committee for the coming year.
c. Selection of members for that committee for the coming year.
4. Each Director shall meet or discuss with each chairman under his guidance at least once every month regarding the progress of the of that committee.
5. The results of these meetings or discussions shall be forwarded directly to the President in writing every month. The Director's appraisal of the work done as well as suggestions as to what should be done to improve the committee's performance shall be included in these reports.
6. Since the committee chairman still has the ultimate responsibility for the committee, he shall continue to report for the committee directly to the Board of Directors.
IV. Guideline for the International Director
The International Director must be a Regular or Fellow Member and shall be appointed by the President with the approval of the chapter Board of Directors for an initial term of two (2) years. Subsequent re-appointment shall be for a one (1) year term. The International Director shall represent the chapter at all scheduled Region and International Board of Directors' meetings. If the International Director is elected to the International Executive Committee, or the position of Regional Chairmen, a new International Director will be appointed to represent the chapter.
The International Director shall be responsible for a full report of the actions and decisions of the Region and the International Board of Directors to the chapter Board of Directors. In addition, using the chapter newsletter as a vehicle, he shall inform members of his chapter of the activities of other chapters.
If an International Director ceases to qualify without question as a Regular or Fellow Member, his International Directorship shall automatically be terminated. The credentials of an International Director may be endorsed to another Regular or Fellow Member, who will act as a substitute for any session of the Board, by the joint signatures of the regular International Director and the chapter President or Secretary. In the absence of the International Director, his credentials may be endorsed to another Regular or Fellow Member of his chapter who will act as a substitute for any session of the Board, by the joint signatures of any two (2) chapter officers.
A. General Guidelines for Each Committee Chairman
1. Conduct the affairs of the respective committee in a manner such as to efficiently and effectively accomplish the specific guidelines listed.
2. Attend each Board of Directors' meeting normally to be held the Tuesday following the regular monthly technical meeting and submit a written report of committee activities. If unable to attend, appoint a delegate to represent his committee.
3. Call and hold committee meetings as needed to resolve any unfinished activities and initiate new projects.
4. By the 28th of each month (except, July, August, and December), provide a written monthly committee report to be incorporated into the monthly newsletter. Do not include any activities if Board approval is required but not yet granted.
5. Briefly announce special activities at the monthly chapter technical meeting.
6. Identify any inactive committee members, attempt to rejuvenate same, and recommend committee replacements or additions to the President, if appropriate.
7. Permit the Board of Directors or the responsible Director to KNOW that the activities cited are being performed unless, by exception, lack of fulfillment is properly communicated to any and all concerned. This one guideline can easily mean the difference between a highly successful program and complete chaos.
8. Each officer, director, and committee chairman, not required at the head table, will locate at a separate dinner table at technical meeting to be assigned by the chairman, Hospitality Committee.
9. Provide to the Chairman of Financial and Audit Committee by August 30, a tentative list of expenses planned for the coming year.
10. Each chairperson shall meet or discuss with the designated director at least once every month regarding the progress of his committee.
11. It shall be the responsibility and obligation of each committee chairperson to select committee members from the general membership, other than Board of Directors, appointed assistant chairpersons, to adequately perform the duties of the committee. It is suggested that this function be coordinated with the designated director.
B. Specific Guidelines by Committee
1. Program Committee
a. Using the guidelines developed by the Board of Directors, develop the program seeking general approval of the Board of Directors for the overall program, and completing and implementing necessary details for the monthly chapter technical meetings.
b. Obtain speakers for the chapter's meetings. (Obtain resume from speaker for Items d and f.)
c. Arrange for chapter meeting site and for dinner meal. Inform Hospitality Committee if chapter will not operate the bar.
d. Provide meeting and speaker information to Publicity and Publication Committee by the first of each month.
e. Meet speaker upon arrival in town and host speaker prior to dinner.
f. Arrange for introduction of speaker at the meeting and presentation of gift to speaker.
g. Receive reservation cards from the membership for each chapter meeting and provide a tally to the Hospitality and Reception Committee on the day of the chapter meeting, providing late updates at the time of the meeting.
h. Inform restaurant, etc., of the quantity and arrangements of seating and the bar requirements to be supplied by the restaurant.
i. Develop and carry out motivational programs to stimulate chapter meeting attendance.
j. Arrange for before/after-meeting seminars and other informal gatherings in cooperation with the Education Committee.
k. Investigate possibility of joint meetings with other local related professional organizations and with nearby DPMA chapters.
l. Communicate with other chapters regarding technical meeting programs and build files which will aid future program planning.
m. Adopt responsibility for insuring that the chapter meeting program moves on schedule, i.e. ending social hour, advising restaurant to serve, etc.
n. Advise chapter President just prior to beginning of meeting of any items believed appropriate for the meeting agenda.
o. Telephone members monthly who have failed to participate in meetings and send list to Membership Committee to perform follow-up. As time permits, telephone any other members who have not returned reservation cards before one week prior to chapter meeting.
p. Provide a copy of the chapter newsletter announcing the speaker as well as a copy of the newsletter for the previous month to the speaker as soon as possible.
q. Provide copies of all publicity pertaining to a speaker to him.
r. Secure a gift for each speaker and present it to him at the technical meeting.
2. Membership Committee
a. Seek potential new members for the chapter and provide membership forms.
b. Investigate credentials of respective new members.
c. Recommend candidates for membership at Board of Director's meeting.
d. Notify newly-elected members of Board of Directors' decision, with copy of Secretary.
e. Introduce new members at chapter meeting.
f. Insure that any guests are appropriately welcomed, both prior to and during a chapter meeting.
g. Review chapter meeting attendance, using lists provided by the Hospitality and Reception Committee at the end of each meeting.
h. Evaluate and use Membership Kit and promotional literature provided by International DPMA Office if believed appropriate.
i. Follow up with the guest who is a potential member after the chapter meeting and later as appropriate.
j. Initiate a long-range plan of membership aims and activities.
k. Develop and execute plan to meet membership goal requirements as set forth by the Board of Directors.
l. Thoroughly review Membership Reports from International, following up on any delinquent members.
m. Advise Board of Directors of potential members and seek assistance in obtaining potential members.
3. Publication and Publicity Committee
(1) Utilize and verify mailing labels each month, as required.
(2) Receive monthly (by the first of the month) a report of each Committee Chairman, reformatting same as appropriate, and bringing potential exceptions to the attention of the President and using appropriate material for the monthly newsletter.
(3) Produce for mailing, not later than the second Tuesday of each month, the monthly newsletter including some or all of the following information:
(a) International and division information pertinent to the chapter.
(b) Summary of minutes of Board of Directors' meeting.
(c) Meeting schedule.
(d) Other committees monthly report.
(e) Information on next month's meeting regarding speaker, topic, highlights.
(f) Letters to the editor.
(h) President's message.
(i) Names and addresses of new members.
(4) Maintain the file of the chapter newsletters for future reference and, at the end of each year, provide this document to next year's Committee Chairman.
(1) Prepare and disseminate news releases of chapter meetings and other appropriate material regarding special chapter activities, such as Election Control Project, Future Data Processors, International DPMA events, to press, radio, TV, etc.
(2) Arrange for press coverage of special events or special guest speakers.
(3) Maintain a chapter scrapbook or clippings for all publicity of all chapter affairs and forward to Central File.
4. Education Committee
a. Plan external educational (non-DPMA) projects for the coming chapter year, and set objectives for each project. Such projects could include the following example:
(1) Arrange and conduct "Future Data Processors".
(2) Evaluate the feasibility of college and executive seminars.
(3) Aid in local educational institution DP courses.
(4) Arrange for local school faculty and students to visit local DP installations.
(5) Study feasibility of conducting EDP courses at State Correctional Institution, Moundsville, West Virginia.
(6) Render assistance, if required, to Boy Scouts of America pursuing Computer Merit Badge.
b. Plan and implement projects designed in educating the membership of the chapter. Said projects could include the following examples:
(1) Design and conduct member seminars.
(2) Arrange educational displays at periodic technical meetings.
(3) Pre-meeting discussion group.
(4) Supervise Computer User Groups.
5. Financial and Audit Committee
a. By August 15th of each year, prepare and distribute a proposed operating budget for the current fiscal year. Submit same at the August Board of Directors' meeting indicating where the money is to come from and where it is to go for the fiscal year ending June 30.
b. Provide monthly comparison of approved plan with actual activity and redevelop the plan as advised by the Board of Directors.
c. Audit the financial accounts as of June 30 of each year and forward all records to the Central File.
d. Prepare and mail on time to the Federal Government, annually, the "Return for Organizations Exempt from Income Tax" form, No. 990SF.
e. Review and maintain the chapter's Chart of Accounts and General Financial Reporting Structures.
6. Conference Committee
Whenever appropriate, request from International Headquarters guidelines for hosting conferences and develop a plan based on these recommendations.
7. CDP/RBP Ambassador
a. Develop and conduct review sessions structured to satisfy the requirement of the CDP/RBP program as set forth by the Institute for Certification of Computer Professionals.
b. Advise the Chairman of the Education Committee of planned activities.
c. Disseminate promotional literature relative to the CDP/RBP program to the membership.
d. Conduct post-examination sessions with persons taking the exam to aid in designing future review sessions.
e. Maintain a list of all CDP/RBP holders.
f. Recognize at Chapter meetings and through chapter newsletters those individuals being awarded the certificate.
8. Hospitality and Reception Committee
a. Greet arrivals at chapter meetings and collect payment for meal and provide proceeds to Treasurer at the end of each meeting.
b. Provide external (non-restaurant) supply for bar materials.
c. Operate bar and provide proceeds to Treasurer at the end of each meeting.
d. Develop and operate raffles and other activities designed for increasing revenue and providing proceeds to Treasurer at end of meeting.
e. At end of chapter meeting, provide attendance list to Treasurer and Awards Committee who, in turn, forward to Membership Committee Chairman after checking for "no shows".
f. Prepare, distribute, collect, and maintain reception badges.
g. Assign seating arrangement of officers, directors and committee chairmen to dinner tables at monthly technical meetings.
h. Develop and operate technical meeting activities designed to welcome and promote fellowship.
9. By-Law Committee
a. Maintain and advise the Board of Directors of latest International, Regional and Chapter By-Laws.
b. Submit any proposed recommendations and/or By-Laws changes to the Regional Vice President for his approval.
c. Annually submit a copy of the Chapter's By-Laws if to the Regional Vice President.
d. Distribute updated copies of the Chapter By-Laws if and when changed.
e. The Chairman of the committee will serve as parliamentarian during the Board of Directors' and chapter meetings.
f. Gather and organize all chapter's history and data for Central File.
g. Search and pinpoint all outdated sections of our by-laws.
h. Maintain standing rules for the chapter.
10. Yearbook Committee
Utilize and verify the data (name, address, phone number, company or affiliation, title) and material for the Annual Chapter Membership Directory; secure printing thereof, and distribute to members (only) no later than the regularly scheduled technical meeting in October of each year.
11. Awards Committee
a. Review all awards programs of International DPMA and disseminate such information to the membership.
b. Review member records with the Membership Committee and maintain individual performance award report forms on a current basis for all active members of the chapter.
c. Conceive and present award programs to the Board of Directors.
d. Secure award certificates, trophies, etc., as directed by the Board of Directors.
e. Prepare news releases on any chapter awards and forward to the Publicity and Publication Committee.
f. Maintain procedures for acquiring data for updating all record-keeping functions.
12. Nominating Committee
a. Select from the chapter membership, members in good standing who are willing and able to serve the best interest of the chapter as candidates for office.
b. Provide the Board of Directors with letters from each candidate nominated by the Nominating Committee signifying a willingness to serve and attesting to the fact that he or she will be free to devote the time necessary to the office for which he or she is recommended.
c. Prior to the technical meeting held in March, prepare a slate of nominees. The number of candidates to be determined by the chapter by-laws.
d. Present the slate of nominees to the general membership at the technical meeting held in March of each year.
e. Have a final reading of the nominees before the general membership at the technical meeting held in April of each year.
13. Advisory Committee
a. Examples of sub-committees under this committee:
(1) Bel-O-Mar Advisory Group
(2) City of Wheeling Advisory Group
(3) Education Advisory Group
b. The purpose of this committee is to make available the knowledge and expertise of DPMA members to institutions within the community.
c. The nature and conditions of a specific time will determine the nature, objectives, and extent of this committee's functions. The Past President's Council will prepare and recommend specific guidelines to the Board of Directors as appropriate.
AITP Board of Directors Meeting